D-8101 White — City Clerk CITY OF SAINT PAUL
Pink — Finance Dept.
Canary— Dept.
OFFICE OF THE. MAYOR /� /
No: j —g/V !
ADMINISTRATIVE ORDER y��/��
• Date: �/
ADMINISTRATIVE ORDER, in the matter of the requirement of the City of Saint
Paul that payment for services not authorized by a contract or the
Purchasing Division must receive mayoral or council approval ; and
WHEREAS, the Saint Paul Employee Relations Committee will incur
outstanding incidental expenses incurred as part of the City of
Saint Paul Employee's Picnic, to be held Friday, September 5, 1986;
and
WHEREAS, the expenses incurred, over that donated by all other
sources, shall not exceed a sum of Eight Hundred Dollars ($800.00) ;
therefore be it
ORDERED, that the City of Saint Paul through it' s Mayor approve the
payment of $800.00 to the Saint Paul Employee Picnic checking
account #5001707.
Fund No. 001-00157-0219-99011
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Director of Finance & ianagement Services f.l1C. ate
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• .istant City Attorney Department Head ` ,
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Administrative Assistant to Mayor
Personnel-Employee Relations & Trng. DEPARTMENT 1a 1 N° 4 2 3 1
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Fred S. Haider CONTACT
298-6861 PHONE
August 13, 1986 DATE re
ASSIGN NUMBER FOR ROUTING ORDER (Clip All Locations for Signature) :
1 Department Director 4 Director of Management/Mayor
(>/- Finance and Management Services Director 5 City Clerk
Budget Director
rCity Attorney
WHAT WILL BE ACHIEVED BY TAKING ACTION ON THE ATTACHED MATERIALS? (Purpose/
Rationale) :
Allows Saint Paul Employee Relations Committee to pay for outstanding incidental expense
incurred as part of the City of Saint Paul Employee's Picnic, to be held Friday,
September 5, 1986.
RFC'= VEO
AUG 19 1986
COST/BENEFIT, BUDGETARY AND PERSONNEL IMPACTS ANTICIPATED: CITY ATTORNEY
$800.00 General Fund
Approximately $5,000 is donated in food and prizes by employee unions and Twin City
Area Merchants.
•
FINANCING SOURCE AND BUDGET ACTIVITY NUMBER CHARGED OR CREDITED: (Mayor's signa-
ture not re-
Total Amount of Transaction: $800.00 quired if under
$10,000)
Funding Source: 00157
Activity Number: 0219-99011
ATTACHMENTS (List and Number All Attachments) :
1 Administrative Order
1 Pay Order
DEPARTMENT REVIEW CITY ATTORNEY REVIEW
Yes X No Council Resolution Required? Resolution Required? Yes ' 1Vo
•es q q X No Insurance Required? Insurance Sufficient? Yes No 449
Yes X No Insurance Attached: "V
(SEE REVERSE SIDE FOR INSTRUCTIONS)
Revised 12/84
HOW TO USE THE GREEN SHEET
The GREEN SHEET has several PURPOSES:
1. to assist in routing documents and in securing required signatures
2. to brief the reviewers of documents on the impacts of approval
3. to help ensure that necessary supporting materials are prepared, and, if •
required, attached.
Providing complete information under the listed headings enables reviewers to make
decisions on the documents and eliminates follow-up contacts that may delay execution.
The COST/BENEFIT, BUDGETARY AND PERSONNEL IMPACTS heading provides space to explain
the cost/benefit aspects of the decision. Costs and benefits related both to City
budget (General Fund and/or Special Funds) and to broader financial impacts (cost
to users, homeowners or other groups affected by the action) . The personnel impact
is a description of change or shift of Full-Time Equivalent (FTE) positions.
If a CONTRACT amount is less than $10,000, the Mayor's signature is not required,
if the department director signs. A contract must always be first signed by the
outside agency before routing through City offices.
Below is the preferred ROUTING for the five most frequent types of documents:
CONTRACTS (assumes authorized budget exists)
1. Outside Agency 4. Mayor
2. Initiating Department 5. Finance Director
3. City Attorney 6. Finance Accounting
ADMINISTRATIVE ORDER (Budget Revision) ADMINISTRATIVE ORDERS (all others)
1. Activity Manager 1. Initiating Department
2. Department Accountant 2. City Attorney •
3. Department Director 3. Director of Management/Mayor
4. Budget Director 4. City Clerk
5. City Clerk
6. Chief Accountant, F&MS
COUNCIL RESOLUTION (Amend. Bdgts./Accept. Grants) COUNCIL RESOLUTION (all others)
1. Department Director 1. Initiating Department
2. Budget Director 2. City Attorney
3. City Attorney 3. Director of Management/Mayor
4. Director of Management/Mayor 4. City Clerk
5. Chair, Finance, Mngmt. & Personnel Com. 5. City Council
6. City Clerk
7. City Council
8. Chief Accountant, F&MS
SUPPORTING MATERIALS. In the ATTACHMENTS section, identify all attachments. If the
Green Sheet is well done, no letter of transmittal need be included (unless signing
such a letter is one of the requested actions) .
Note: If an agreement requires evidence of insurance/co-insurance, a Certificate of
Insurance should be one of the attachments at time of routing.
Note: Actions which require City Council Resolutions include:
1. Contractual relationship with another governmental unit.
2. Collective bargaining contracts.
3. Purchase, sale or lease of land.
4. Issuance of bonds by City.
5. Eminent domain.
6. Assumption of liability by City, or granting by City of indemnification.
7. Agreements with State or Federal Government under which they are providing
funding.
8. Budget amendments.